Student Management System

Student Management System can be broadly categorized into the Following

procedures :

 GRNO Generation Process

 Fees Collection Process
 Attendance Process
 Result Generation Process

GRNO Generation Process

Generating General Register Numbers (GRNO’s) for students once they pay their fees
and confirm their admissions. Various routine activities are carried out at the
beginning of the academic year or when a new admission is made.
This includes:
 Allotting classes to the students and providing them with their class roll
numbers.
 Students are provided with choices for various optional subjects.
 Transferring the division of a student, if he so wishes, should also be taken care
of.
 Apart from these, the year-start activities also include assignment of class
teachers to classes and that of teachers to various subjects in different classes.

Fees Collection Process

The interval of fee collection may be different in different schools. Fees are collected
every month in certain schools, once in 6-months in some, every 2-months in some
others, while even every 3-4 months in yet other schools. Irrespective of the interval,
the following are the generally performed activities for fee collection.

 Collecting fees from the students on a regular basis. These fees involve various
kinds of fees such as term fees, lab fees, etc.
 Checking if the fee is paid within time and charging late fee fine or taking other
actions if not so.
 Generating fee receipts to be issued to the students.
 Maintaining a record of the fees collected so as to appropriately report to the
management and higher authorities.
 The various kinds of fees that may be collected from the students are as follows:

 Tuition fees
 Admission fees
 Laboratory fees
 Term fees
 Late fees fine
 Breakage fees
 Library fees
 Registration fees
 Fees collected for extra facilities
Student Attendance Process
It is mandatory to maintain a daily record of the attendance and leaves taken by them
so as judge their regularity. Certain strict actions may sometimes be taken in case of
high irregularity and bunking.
Maintaining the attendance of a student is necessary so as to ensure that he crosses the
minimum threshold attendance values as set by some schools (Which may be necessary
to be able to appear in examinations)

Result Generation Process

Nowadays, the examination patterns of different schools are same. The various types of
exams or tests conducted may include Unit tests, Internal Class tests, Moral tests,
Annual exams,etc.Also the weightage given to each of these tests or exams individually,
and these are taken as per the government rules the final result evaluation of the
student is same for all the schools.

Transferring students at the end of academic year by means of promoting or detaining

them according to their results.

***One major aspect system for an application is to capture the status of continuously
changing information in raw form and product timely, up-to-date and accurate
information for decision-making. As a by –product of this process, the system generates
various reports.

***It provides accurate ,timely and relevant information in a form useful to the
management for planning , controlling and monitoring various organization activities
***It maintains the flexibility of the information that has been captured and avoid data
redundancy by allowing a single point data capture.

Data Flow Diagram

Student personal Request for various

fee,marks, STUDENT students reports
Clerk attendance details etc. MANAGEM Management
Related Reports ENT Related Reports
SYSTEM
Request for various
Related Reports

related reports

Staff

Context Level DFD

 School Details SETUP School_Info
ENTRY

Student Details Student_Master

Student Family Details

Student, Subjects,Staff Master StudentFamilyDetails
Clerk Details Entry
Process
Related Informations
GRNo Information GR_info

Subject Details
SubjectMaster

Staff Details
StaffMaster

Attendance
ATTENDANCE Attendance Details
PROCESS
StudentAttendance
Attendance Reports

Fees Details
FeesMaster
Various Fees Informations
FEES
PROCESS
Fees Reports Fees paid by the FeesPaidInfo
students

Marks Details
StudentMarksDetails
Marks of various div RESULT
,subjects,standard,student info. GENERATION
PROCESS Result Details StudentResult
Result & Marks Reports

Various Information of students

REPORT Required Reports
GENERATION Staff
PROCESS
Reports

MIS Reports & other

relevent & required Reports

Management

First Level DFD

Data Dictionary
Table Name: - SCHOOL_INFO
Description: - maintains the detail of the School

FIELD NAME SchoolName,AddressLine1,AddressLine2,City,PinCode,PhoneNO,EmailId,

WebSite,FaxNo,SSCIndexNo,HSCIndexNo

Table Name: - SUBJECTMASTER

Description: - maintains the details of various subjects

FIELD NAME TYPE SIZE CONSTRAINTS DESCRIPTION

SubjectCode Text 6 Primary key Code Of Subject
SubjectName Text 20 Name Of Subject
Table Name: - STUDENT_MASTER
Description: - maintains the information of the students
FIELD NAME GRNo,Sname,FatherName,Surname,Gender,Date_Of_Birth,
AdmissionDate,Caste,Religion,Nationality,MotherTongue,BloodGroup,
FatherOccupation,AnnualIncome,LastSchool,LastStandard,LastPercentage

Table Name: - GR_INFO

Description: - maintains the common details.
FIELD NAME GRNo,Standard,Division,RollNo

Table Name: - STUDENTATTENDANCE

Description: - maintains the Details of Student Daily Attendance
FIELD NAME GRNo,Name,Present,Date

Table Name: - LOGIN

Description: - maintains the information Of UserId And Passwords
FIELD NAME UserId,Password

Table Name: - STUDENTFAMILYDETAIL

Description: - maintains the information of the students family
FIELD NAME GRNo,StudName,FatherName,Surname,FatherQualification,
FatherOccupation,FatherOfficeAddress,OfficePhoneNo,MotherName,
Msurname,MotherQualification,MotherOccupation,MotherOfficeAddress,
MOfficePhoneNo

Table Name: - FEESPAIDINFO

Description: - maintains the information Of paid fees.
FIELD NAME GRNo,FeesReceiptNo,FeesPaymentDate,TotalFeesPaid

Table Name: - STUDENTRESULT

Description: - maintains the result information of students
FIELD NAME GRNo,TotalMarksObtained,TotalMarksOutOf,Result,Rank,Percentage

Table Name: - STUDENT MARKSDETAIL

Description: - maintains the details of Student marks in various subjects
FIELD NAME GRNo,,Test,SubjectCode,MarksObtained,MarksOutOf

Table Name: - FEEMASTER

Description: - maintains the various fees information.
 FIELD NAME GRNo,TutionFees,LaboratoryFees,TermFees,LateFeesFine,BreakageFees,
LibraryFees,RegistrationFees,ExaminationFees

Table Name: - STAFFMASTER

Description: - maintains the details Of Staff
FIELD NAME StaffCode,Sname,Father/HusbandName,Surname,Address,
PhoneNo,Gender,DateOfBirth,MaritalStatus,Caste,Religion,
Nationality,MotherTongue,BloodGroup,Post,Salary,Qualification,YearOfEXp,
IsTeaching

JUSTIFICATION OF THE SYSTEM AS MIS

A management information system is one that generates precise and accurate information
necessary for decision-making on planning, initiating, organizing and controlling the operations
of the subsystems of a firm and provides a synergistic organization in the process.

System as an MIS
 It generates reports on the total strength of the school. Moreover how many seats are
occupied and how many seats are wasted. This enables the management to ensure how
much fund is generated this year in compared to what was desired.
 Since every required detail is stored, the processes of fee collection become easier. The
fee applicable for each student can be generated by the system, thus ensuring that no
mistakes are made while collecting fees. The system can generate
 Complete details stating the amount paid by the students, the regularity in fee payment
and the amount that is yet to be received. The management may then take certain
decisions and stern actions against students failing to pay their fees in time.
 The system can also calculate the total amount of funds received in the form of fees. This
information may prove to be vital in deciding the fee structure when compared against
the strength of the school in terms of its students.
 The system also maintains information about what subjects are being taught by which
teachers in different standards. This information can prove to be vital to the
management while taking decisions about recruitment of new teachers and staff
members.
 The system keeps a track of which optional subjects are being by the students and what
facilities are being availed by them.
 The system keeps a daily record of the student’s attendance. This proves beneficial while
judging the regularity of a student in the academic year, so as to make certain decisions.
The management may take stern decision, such as de-barring him/her from the exams, if
the latter’s regularity is in question.
 The result generation process helps decision maker to keep knowledge of how many
students are passed/detained each academic year.
Reports
 Attendance Report- Key –indicator Report
 Fees Report- Schedule Report
 Student Personal Information Report- Demand Report
 Class Report- Drill down Report
 Student performance Report- Demand Report